PRE-QUALIFICATION OF SERVICE PROVIDERS AND SUPPLIERS (2026–2028)
Pre-qualification Period: Twenty-Four (24) Months
1. BACKGROUND
Civic Voice is a civic engagement and governance organisation working to strengthen citizen participation, youth leadership, accountability, and inclusive public dialogue. Civic Voice implements programmes that combine research, policy engagement, convening, capacity development, and public communication to advance inclusive and accountable governance.
To support effective programme delivery and organisational operations over the period 2026–2028, Civic Voice invites eligible and qualified firms and service providers to submit Expressions of Interest (EOIs) for pre-qualification to provide selected goods and services on a framework (call-off) basis.
This EOI is issued for pre-qualification purposes only and does not constitute a commitment by Civic Voice to enter into a contract or guarantee any minimum volume of work.
2. SCOPE OF PRE-QUALIFICATION
Interested applicants may apply for one or more of the service lots listed below. Applicants must demonstrate relevant experience and capacity for each lot applied for.
| No. | CATEGORY | ITEM DESCRIPTION |
| A | Supply of General Goods/Services | |
| 1 | CV/PQ/01/2026-2028 | Design and production of materials, e.g. printed stationery, notebooks, folders, banners, business cards, promotional materials, etc. |
| 2 | CV/PQ/02/2026-2028 | Supply and delivery of general offices stationeries |
| 3 | CV/PQ/03/2026-2028 | Supply of computers, laptops, computer software, printers and hardware equipment |
| B | Provision of services | |
| 4 | CV/PQ/04/2026-2028 | Provision of air ticketing and other travel agency services |
| 5 | CV/PQ/05/2026-2028 | Provision of courier services |
| 6 | CV/PQ/06/2026-2028 | Hotel accommodation and/or conferencing facilities and related services, including on-site logistical support for meetings, trainings, workshops, etc. |
| 7 | CV/PQ/07/2026-2028 | Provision of outside catering services |
| 8 | CV/PQ/08/2026-2028 | Provision of transport and taxi services |
| 9 | CV/PQ/09/2026-2028 | Provision ICT and digital services, including ICT systems support and maintenance, hardware and software support, cybersecurity advisory, risk assessment, and mitigation, secure data storage, backup, and recovery solutions, etc. |
| 10 | CV/PQ/10/2026-2028 | Provision of website upgrade, maintenance and email systems management |
| 11 | CV/PQ/11/2026-2028 | Provision of photography, impact videos, and podcasting services |
| 12 | CV/PQ/12/2026-2028 | Provision of event management services |
| 13 | CV/PQ/13/2026-2028 | Provision of finance, audit, and compliance services, including, external audit services, tax advisory and regulatory compliance for non-profit organisations, etc |
3. ELIGIBILITY CRITERIA
3.1 General Requirements
Applicants must:
- Be legally registered entities and/or registered with relevant professional or regulatory bodies (where applicable)
- Have a minimum of three (3) years of relevant demonstrated experience
- Demonstrate technical and operational capacity to deliver the services applied for
- Be able to provide services on a call-off basis
- Commit to ethical conduct and safeguarding principles
4. SUBMISSION REQUIREMENTS
Interested applicants should submit the following documents:
- Cover letter indicating the category and number applied for
- Company profile or CV (for individual consultants)
- Summary of relevant experience and similar past assignments
- At least two (2) professional references
- Copies of registration or incorporation documents
- Copy of VAT Registration Certificate
- Current/Valid Tax Compliance Certificate from KRA
- Copies of PIN Certificates of the firm, company, or individual.
- Air ticketing firms must be IATA-registered
5. EVALUATION AND SELECTION
The evaluation process will be conducted in two stages:
Stage 1: Compliance Screening (Pass/Fail)
- Completeness of submission
- Compliance with eligibility requirements
Stage 2: Technical Evaluation
Applications that pass compliance screening will be assessed based on:
- Relevant experience and track record
- Quality and relevance of previous assignments
- Understanding of the service area
- Capacity to deliver services reliably
Financial proposals will be requested only at the call-off stage from pre-qualified providers.
6. DURATION AND CONTRACTING MODALITY
- The pre-qualification shall be valid for a period of twenty-four (24) months.
- Engagements will be issued on a non-exclusive, call-off basis through short-term contracts, service agreements, or purchase orders, as appropriate.
- Pre-qualification does not guarantee engagement or minimum volume of work.
7. SUBMISSION DETAILS
Expressions of Interest should be submitted electronically to: info@civic-voice.org
Subject line: EOI – Prequalification of Service Providers/Suppliers
Deadline for submission: February 20th, 2026
8. RIGHT TO ACCEPT OR REJECT
Civic Voice reserves the right to accept or reject any application and is not obliged to contract any pre-qualified applicant.
